Using Microsoft Project 2010 for Windows
Introduction In this exercise we will learn to add and assign resources to tasks.
Exercise Step Action
1
Add the following resources by clicking the View tab, and in the Resource Views group, select the resource sheet.
Sharon Tate
Tod Jones
Joe Smith
Selwyn Teal
Jacinta Merck
2 Assign Sharon Tate to the task Finalise Design.
3
In the Gantt Chart view, click the Finalise Design task.
Click onto the Task Form at the bottom of the Split View and click the drop down arrow to the right of Resource Name.
Select Sharon Tate from the drop down box. Click OK.
4 Assign Joe Smith to the Order Equipment task.
5
Assign Tod Jones to the tasks:
Hire Wiring Contractors
Install PCs.
6 Have Selwyn Teal assigned to Pre-install wiring.
7
Assign Joe Smith to three tasks:
Connect wiring to PC’s.
Test Individual PC’s
Connect to Network.
8 Save the file.
Split Tasks
Using Microsoft Project 2010 for Windows
Introduction You can split tasks to indicate periods of time when work isn’t being done. Splitting means that you break the task into pieces, and then you can schedule each piece separately.
The task Pre-install Wiring might be stopped, if for example the installers ran out of wire. The task could then be split into two, to indicate that no work was being done.
Note
Splitting tasks could complicate management of your project. Novice users may find it easier to create two separate tasks (with slightly differing names) rather than splitting an existing task.
To split the Pre-Install Wiring task follow the steps below.
Split Task Split a task by following the steps below.
Step Action
1
On the Task tab in the Schedule group, click Split Task.
2
The cursor changes to a split pointer.
Click onto the task where you want the split.
3
Drag the split to where you want that part of the task to resume.
4
Project splits the taskbar in two and moves the second part.
The dotted line between the two pieces showes the split.
Track and Manage Project
Using Microsoft Project 2010 for Windows
Introduction By regularly reviewing the status of your project you can make sure that it stays on track. Project views and reports help you evaluate your project status. The project Summary Task is an easy way to keep high-level status visible.
Summary Task Follow the steps below to use the Summary Task view.
Step Action
1
The project summary task shows up with a special task ID of 0. On the Format tab select the check box for Project Summary Task.
2
The project summary task summarizes your entire project. You can see the duration of the project and the start and finish dates.
3
You can apply different tables and look at the values in the project summary task. On the View tab, click Tables and then choose Variance.
4
In the example below, the Finish Variance is 13 days. That means the project is going to finish 13 days later than planned.
5
In the example below, If you select the cost table, then the graphic below shows that the variance is -$3240 (under budget).
Project
Information Another way of viewing status is in the Project Information dialogue box.
Click the Project tab and then Project Information.
In the Project Information dialogue box at the bottom, click Statistics.
The Project Statistics dialogue box show the Current, Baseline, Actual and Remaining values for your project.
You can also see the percentage of duration and work that is complete.
Status Reports To view or print Reports in Project, follow the steps below.
Step Action
1
On the Project tab in the Reports group click on Reports.
2
In the Reports dialogue box, double click Overview and then double-click Project Summary.
3
If variance values for Start, Finish and Duration are greater than 0, then the project may be behind schedule.
Cost variances greater than zero mean the project is over budget. If the work variance is greater than zero the project could be behind schedule.
Status Reports, continued
4
Another way to see status for tasks is with status indicators.
In the Gantt Chart view right click a column heading and select Insert Column.
Then start typing Status Select Status Indicator from the list.
5
A clock with a check mark shows tasks that are on time.
If there are tasks that aren’t finished but are running late, you will see a clock with an exclamation point inside a red diamond.
6
To draw taskbars for a baseline, go to the Format tab, click Baseline and then choose the baseline that you want to see.
Format Gantt Chart To format the Gantt Chart, follow the steps below.
Step Action
1
To see how much slack tasks have, turn on the Slack check box. A narrow black line sticking out from the right end of a taskbar shows how much a task can delay before it delays its successors.
2
Click the Slippage down arrow and then select a baseline to show slippage with narrow black lines, from the baseline start dates to the current,
scheduled start date. The length of the Slippage line shows how far tasks have slipped from the baseline start date.